July 5, 2026 · by David Gilbert · 3 min read · Tips & Guides
Tax time is one of the few moments in the year when all your most important financial records are gathered together — receipts, invoices, statements, and spreadsheets. It's also, ironically, one of the worst possible times for a hard drive to fail or a laptop to be lost or stolen. A good backup isn't exciting, but at this time of year it's genuinely essential. Here's how to do it properly.
Why One Copy Is Never Enough
If your only copy of an important file lives on your computer, then your computer is your backup — and that's a problem. Hard drives fail without warning, laptops get dropped, and ransomware can lock you out of everything in an instant. The golden rule is to keep your data in more than one place, so a single failure never wipes you out.
The Simple 3-2-1 Approach
The most trusted backup strategy is easy to remember: keep three copies of your important data, on two different types of storage, with one copy kept somewhere off-site. In practice, that might mean the original on your computer, a copy on an external drive, and a third copy in the cloud. It sounds like a lot, but once it's set up, it largely takes care of itself.
Cloud Backups: Set and Forget
Cloud backup services automatically copy your files to secure data centres over the internet. The big advantage is that they run quietly in the background and keep an off-site copy safe even if something happens to your home or office. For tax records you can't afford to lose, this is hard to beat.
External Drives: Fast and In Your Control
An external hard drive gives you a fast, local copy that you physically control. It's perfect for large files and quick restores. The key is to actually use it regularly — a backup drive that hasn't been plugged in for six months isn't protecting much. Better still, store it somewhere separate from your computer.
Don't Forget Your Phone
These days, plenty of receipts and records live on your phone as photos. Make sure your phone is backing up automatically too, so a lost or damaged handset doesn't take your records with it.
Test That It Actually Works
A backup you've never tested is just a hope. Every now and then, try opening a file from your backup to confirm it's really there and readable. It takes a minute and saves enormous stress later.
Need a Hand Getting Set Up?
Keep One Backup You Can't Accidentally Change
One often-overlooked risk is that a backup connected to your computer can be affected by the same problem that hits your main files — ransomware, in particular, will happily encrypt a backup drive it can reach. That's why a backup kept disconnected, or stored safely in the cloud, is so valuable. It sits out of harm's way, ready to save the day when you need it most. For irreplaceable tax records, this little bit of extra separation is well worth the effort.
If backups feel confusing or you're not sure your current setup is actually protecting you, Your Local Tech Solutions can set up a simple, reliable system that runs itself. Get in touch before tax time catches you out — your future self will thank you.